A scanner is a handy tool that many businesses have leveraged to digitize their files. In fact, over 60 percent of all business data is digital and stored on a cloud-based server.
Could an office scanner help your organization be more productive and secure? Here’s what you’ll need to know:
An office scanner is a device that digitizes paper documents. Commonly found within the office environment of an organization, office scanners are versatile devices that can scan a variety of different sized media. Some office scanners are desktop devices, while others are a function integrated into a larger multi-function printer (MFP) – also known as an “all-in-one printer,” which needs dedicated floor space.
RELATED: How to Scan Multiple Pages into One PDF
While physically, office scanners are used to create digital documents, the reasons why they are used can vary by industry or organization.
Healthcare organizations often use office scanners to digitize paper patient charts and other records. These digital documents often become part of an Electronic Health Records (EHR) system that can be searched through Optical Character Recognition (OCR). Scanned documents provide greater security than paper documents and offer compliance with HIPAA rules and regulations.
Legal organizations (or firms) are also frequent office scanning users as they commonly gather background information from multiple sources when preparing for a legal case.
Other organizations use office scanners to scan papers or other printed items into digital form. Items scanned into Adobe® PDF format can be easily transferred via email instead of the lengthy wait to snail-mail to a recipient.
In addition, when starting a new job there is often a mountain of forms to fill out. Some companies provide these forms online to the new employee, while others use paper forms and may scan the completed forms into their employee database. Transferring historical paper documents into online files is the first step toward a paperless office and encouraging your organization to Go Green.
A scanner is often a welcome addition to any office environment as scanned business documents have multiple benefits versus using and storing paper documents.
Take a look at this list of office scanner benefits and see what your organization could be gaining by adding this handy device to your office technology fleet. An office scanner could help you:
Which brand, size and style of office scanner to choose can be a daunting task. The best thing to do is to consult with an experienced Managed Print Services (MPS) provider who can conduct a needs assessment at your location. This will aid in gaining greater understanding about what, when and how you will be scanning documents and guide the MPS provider to recommend a solution to fit your needs.
As a general guide, here’s some points to consider when you are evaluating office scanners. Look for a device that:
The Gordon Flesch Company offers a wide range of scanners for any need – including high-resolution color scans or the latest in hands-free high-volume imaging solutions. We also offer in-house leasing solutions, a complete range of office technology products and managed print services to keep your organization’s systems running at peak performance. Contact us to schedule a complimentary needs assessment and discover how to do more while spending less.
